Project Specialist

Job Title: Specialist- PM Office - Process Excellence & Analytics 

Location: Mohali 

Company: AVASO Technology Solutions 

Job Type: Full-time 

Job Description: 

We are seeking a dynamic and detail-oriented Manager – Process Excellence & Analytics to lead our organization’s efforts in driving operational efficiency, process standardization, and data-driven decision-making. This role will be pivotal in designing and optimizing processes, integrating technology solutions, developing performance insights, and fostering a culture of continuous improvement. The ideal candidate is a critical thinker with strong analytical skills and a passion for operational excellence. 

Key Responsibilities: 

Process Management 

• Process Standardization: Developing and implementing standardized processes and workflows to ensure consistency across projects and programs. This includes defining standard operating procedures (SOPs) and best practices. 

• Process Optimization: Continuously analyzing and improving processes to eliminate inefficiencies, reduce costs, and improve delivery.  

• Documentation and Knowledge Management: Ensuring that all processes, policies, and procedures are well-documented, easily accessible, and regularly updated. This helps in maintaining institutional knowledge and ensuring consistency. 

• Quality Assurance: Implementing quality control measures to monitor process compliance and effectiveness. Conducting regular process audits and reviews to identify areas for improvement and maintain high standards. 

Analytics and Data Management 

• Data Collection and Integration: Ensuring accurate and comprehensive data collection across all programs and projects. Integrating data from multiple sources to provide a holistic view of performance and trends. 

• Data Analysis and Insights: Analyzing data to extract actionable insights on program performance, process efficiency, and overall operational health. Identifying trends, patterns, and areas that require attention or improvement. 

• Predictive Analytics: Using historical data and trends to forecast future outcomes, helping in proactive decision-making and risk mitigation. Predictive analytics can be used to anticipate bottlenecks, budget overruns, or resource shortages. 

• Dashboards and Reporting: Creating visual dashboards and regular reports that provide real-time insights into program and process performance. These dashboards enable leadership to make informed, data-driven decisions. 

• Data Governance: Establishing data governance standards to ensure data quality, consistency, and security. This involves setting guidelines for data collection, storage, access, and use within the department. 

Performance and Efficiency Monitoring 

• Resource Utilization Analysis: Monitoring how resources (people, time, budget) are allocated and utilized across programs. Identifying areas where resources are under- or over-utilized and making adjustments to optimize efficiency. 

• Cost-Benefit Analysis: Conducting cost-benefit analyses to ensure that projects and processes provide maximum value relative to their cost. This helps in prioritizing high-impact initiatives and justifying investments. 

Technology and Tools Integration 

• Tool Selection and Implementation: Identifying and implementing tools that can support program governance, process management, and analytics functions. This can include project management software, data analytics platforms, and workflow automation tools. 

• Process Automation: Leveraging automation tools to handle repetitive tasks, freeing up resources for more strategic activities. Automation improves process consistency and reduces human error. 

• System Integration: Ensuring that different systems and tools used across programs are integrated to allow seamless data flow and a single source of truth. This integration helps improve collaboration and data accuracy. 

Continuous Improvement and Innovation 

• Feedback Collection and Analysis: Establishing channels to collect feedback from stakeholders, project teams, and clients. Analyzing feedback to identify opportunities for improvement in program governance, processes, and analytics. 

• Best Practice Implementation: Staying updated with industry trends and incorporating best practices into program governance and process management. This can include adopting new methodologies, tools, or performance standards. 

• Pilot Programs and Testing: Running pilot programs to test new processes, tools, or approaches before full-scale implementation. Gathering data from pilot tests to make informed adjustments and improve outcomes. 

• Process Optimization: Regularly assessing service delivery and project management processes to identify areas for improvement and efficiency gains. This can include process re-engineering, implementing new tools, or adopting innovative methodologies. 

• Data-Driven Decision Making: Using data analytics to identify trends, forecast demand, and make informed decisions that enhance service and project outcomes. 

• Feedback Loops: Establishing mechanisms for capturing feedback from both clients and employees. This feedback is used to make iterative improvements and keep up with evolving client and market needs. 

• Technology Integration: Keeping the department updated with the latest technologies and tools that can support project management and service delivery, such as project management software, collaboration tools, and data analytics platforms. 

Training & Learning Coordination: 

• Team Development and Training: Identifying skill gaps within the service delivery and project management teams and providing training programs to bridge these gaps. This includes onboarding new team members and upskilling existing ones. 

• Employee Well-being and Engagement: Fostering a positive work environment, promoting work-life balance, and addressing employee concerns to maintain high morale and reduce turnover. 

• Conflict Resolution: Addressing and resolving interpersonal conflicts within the team quickly and effectively to ensure a collaborative work environment. 

Standardization & Compliance:  

• Drive ISO and CMMi standardization across PMO and SD departments. 

• Ensure compliance with organizational and industry standards. 

• Conduct training sessions to enhance understanding of compliance practices. 

• Monitor adherence to processes and suggest improvements. 

Reporting:  

• Prepare and share weekly, monthly, and quarterly reports with leadership. 

• Analyze KPIs and RAID items for actionable insights. 

• Develop dashboards and visual reports to improve data visibility. 

• Ensure consistency and accuracy in data reporting. 

Process Improvement:  

• Identify inefficiencies in existing workflows and propose solutions. 

• Collaborate with stakeholders to implement process changes. 

• Monitor the success of new processes and make further adjustments as needed. 

• Document improved workflows and train relevant teams. 

Meeting Coordination: Schedule and organize project meetings, prepare meeting agendas and take meeting minutes. 

Training Coordination: Manage knowledge repository, identify training requirement and share skill gap report on monthly basis. 

Problem Solving: Help identify and address project issues and challenges, offering solutions and support to maintain project progress. 

Preferred Skill: Analytics and communication Skills. 

Qualifications: 

• Bachelor's degree in a relevant field (e.g., Business, Project Management, Bachelor of or master’s in business or IT) or equivalent work experience. 

• Proven expertise in process optimization, quality assurance, and performance analytics. 

• Proficiency in data visualization tools (e.g., Power BI, Tableau) and process automation platforms is preferred. 

• Excellent communication, leadership, and stakeholder management skills. 

• Ability to document effectively and attention to detail. 

• Analytical, problem-solving skills & excellent reporting abilities 

• Proficiency in audit and data tracking. 

• Effective communication and interpersonal skills. 

• Familiarity with project management principles and tools is a plus. 

• Proficiency in Microsoft Office and project management software. 

• Ability to communicate and implement changes effectively. 

• Proficiency in workflow design tools. 

• Experience required upto 4 Years. 

• Proficiency in MS Office. 

• Good Presentation skills. 

• Basic understanding of project lifecycle and risk assessment. 

• Knowledge of ISO and CMMi standards is preferred.